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This page offers information on the default Order Offer Statuses that govern the state of each order offer in BSS and in Storefront. Also, you can find a guide on how you can add a new Order Offer Status, as well as how each status appears inside an order under different circumstancesmanage them during the offer submission to the customer.

Explaining the Default

Order

Offer Statuses

Under BSS Setup > Sales > Orders Offers > Order Offer Status is where the default Order Offer Statuses exist but also where new Order Offer Statuses can be created. These statuses dictate the various stages of an order placed either from the BSS and/or the Storefrontoffer. For our platforms platform to run correctly having a basic functionality, the following Order Offer Statuses and conditions should always exist by default in an organization as best practice.

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Default

Order

Offer Statuses

DraftIn Progress: This order offer status is utilized only by the Storefront when an order when the offer is created inside the checkout process but is not yet submitted for execution. There can be only one status with the combination “Type” In progress and “Storefront Type” Draft that is mandatory & active. No deletion or deactivation is possible.
Submitted: This order status is utilized by both systems when the order is considered as submitted yet not executed. There can be only one status with the combination “Type” In progress and “Storefront Type” Viewable that is mandatory & active. No deletion or deactivation is possible.
Executed: This order status is utilized by both systems for the successful checkout to automatically invoice the products, begin the provisioning of the services, and change the order status. There can be only one status with the combination “Type” Automatic Execute and “Storefront Type” Submitted that is mandatory & active. No deletion or deactivation is possible.
Canceled: This order status is utilized by both systems when either a BSS or a Storefront user proceeds with the cancellation of an order. There can be only one status with the combination “Type” Cancelled and “Storefront Type” Viewable for the status of a Cancelled order to be correct. This status is mandatory & active. No deletion or deactivation is possible.
Pending Reseller Approval: This status is only applicable to Standard Resellers. There can be only one status with the combination “Type” In progress and “Storefront Type” Pending approval for standard resellers and it is mandatory and active.
Canceled by Reseller: This status is only applicable for Standard Resellers. There can be only one status with the combination “Type” Cancelled and “Storefront Type” Pending approval for standard resellers and it is mandatory and active.
Executing: This order status is utilized only by the Storefront when a Scheduled Order is created inside the checkout process and is currently being executed since it reached the predefined future date. There can be only one status with the combination “Type” Executing and “Storefront Type” Viewable that is mandatory & active. No deletion or deactivation is possible. Also, it is not availableto beset by any user to an order, and it is not available to be set via the public API.
Scheduled: This order status is utilized only by the Storefront when a Scheduled Order is created inside the checkout process and is submitted for future execution. There can be only one status with the combination “Type” Scheduled and “Storefront Type” Viewable that is mandatory & active. No deletion or deactivation is possible. Also, it is not availableto beset by any user to an order, and it is not available to be set via the public APIand submitted to the customer. The status “Type” is In progress and that status must be active. Deletion or deactivation is possible as long as there is another status with In progress “Type” available.
Accepted: This offer status is utilized for the acceptance of the offer by the customer. As best practice, there should be at least one status with “Type” Accepted and that status must also be active. Deletion or deactivation is possible as long as there is another status with Accepted “Type” available.
Lost: This offer status is utilized for the refusal of the offer by the customer. As best practice, there should be at least one status with “Type” Canceled and that status must also be active. Deletion or deactivation is possible as long as there is another status with Canceled “Type” available.

Order Status Rules & Changes

-The Not Viewable “Storefront Type“ is deprecated and this remaining “Storefront Type“ in your BSSwill change automatically to Viewable.

-Since the Automatic Execute - Submitted will always be active and present as a status, will never be in conflict with the Delivered - Submitted, since the system first searches for the “Automatic Execute - Submitted“ status by default and then moves to “Delivered…“ statuses.

-If there are more than one Automatic Execute “Types“ available, then the system will always prefer the first one that it finds (from top to bottom).
-Only one Submitted “Storefront Type“ must be active at all times

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Please note that all the default statuses explained above are the names provided inside the “Description” column and can be different in your organization since they are editable.

The columns composing the Order Offer Status list are the following:

No. : This column displays the number of each Order Offer Status. In cases, where there are two or more similar statuses, then the number acts as a priority number between them.
Description: This column displays the name/description of an Order Offer Status that is the one being displayed next to the “Status” field of each order offer in BSS. The “Description” is a text field where you can type in the exact word(s) that you wish to display as a “Status”.
Type: This column displays the available types of statuses in a drop-down menu fashion. Each selected “Type” option works in tandem with the “Storefront Type“ options and what it does essentially is that it keeps a specific stage of the ordering process, whereas the “Storefront Type“ dictates what happens during that specific stage.
Storefront Type: This column displays the available Storefront Types of statuses in a drop-down menu fashion. Each selected “Storefront Type” option works in tandem with the “Type“ options and what it does essentially is that it dictates what happens during the specific stage that the “Type” is on at any given moment.
offering process.
Color: This column allows you to change the color of the displayed Status text in BSS and is based on an extended RGB color palette that appears upon clicking on it.
Active: This column contains a checkbox for each Order Offer Status so that you can select which status you wish to have enabled and which to have disabled. Please note here that the seven default (systemic) Order Statuses offer statuses that are displayed in the screenshot above, cannot should not be disabled, since they are the bare minimum.

Moreover, you may need to have more statuses than the default ones, analyzed above. Let’s see how you can add new Order Offer Statuses in the following section.

Creating New

Order

Offer Statuses

Other than the bare minimum statuses explained above, new order offer statuses can be introduced inside this list. The reason for doing so is when you wish to have better control over, for example, certain cancellation reasons such as “canceled due to customer denial”, “canceled due to credit control failure““offer pending for changes”, “lost due to competition counteroffer“, etc.

To create a new Order Offer Status and add it to the list, you must first provide a number under the No column and then you provide a descriptive name, under the Description column.

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Afterwards, from the columns Type and Storefront Type , you can specify the combination offer type that suits your needs, by choosing one the available option from each onethat resembles the situation.

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Then, you can choose to either click on the Active checkbox to activate the new order offer status upon its creation or leave it as-is if you wish to activate the new order offer status later.

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Lastly, after you have completed the creation of your new Order Statusoffer status, you must always click the + icon to add this status to the list.

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Besides, after you finish with your edits, you must always save your changes by clicking the Save button from the page’s main menu.

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Please note that to provide the newly added (custom) cancellation order canceled offer status based on your defined “Description”, you need to edit the order offer in the BSS portal and select from the available status options, your “Description“, for example, Canceled - Denial Lost due to competition counteroffer.

Order

Offer Statuses

Flow

Manual Change in BSS

The three main points for Order Statuses that are analyzed via the following (execution) examples areSince Offer Statuses do not change automatically, the responsible BSS user that creates an offer, needs to also change manually the statuses of the offer whenever an action occurs, from the offer’s creation until the offer’s acceptance or rejection from the customer and everything in between. This means that, for example:

During the creation of an order offer in BSS, the status of the order offer is by default set to “SubmittedIn Progress“ by the system. However, the status, during the order’s creation can be changed by the user before saving it.
During the successful execution of an order in BSSacceptance of the offer by the customer, the status of the order is automatically set offer must manually be changed to “ExecutedAccepted“ by the system.
During the partial delivery of an order, that primary order remains with the status “Submitted” until all its sub-orders are executed. Only then the primary order will automatically change its status to “Executed“.

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Change in the Order’s Details Page

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The “Order Delivery” button was removed from the Shortcuts menu but it can be found inside the “Actions” button, under the Products tab.

Executing an Order in its Entirety

In the following example, the BSS order will be executed in its entirety and not partially, so as to visually analyze the changes of the primary order’s status.
When an order is created in BSS, the default status is “Submitted”.

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After the services have been added in the order and the order is saved, the status still remains as “Submitted“. (This order status is essentially the combination of “Type” In progress and “Storefront Type” Viewable.)

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Once the order is successfully executed in its entirety, then its status will change automatically to “Executed“. (This order status is essentially the combination of “Type” Automatic Execute and “Storefront Type” Submitted.)

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Partial Execution of an Order

In the following example, the BSS order will be executed partially and later in its entirety, so as to visually analyze the changes in the status for both the primary order and its sub-orders.

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After the services have been added in the order and the order is saved, the status still remains as “Submitted“. (This order status is essentially the combination of “Type” In progress and “Storefront Type” Viewable.)

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By choosing to partially execute the order, meaning that you execute some of the order items, you can click on the Products tab and, from the Products' list, choose, for example, the first order item.

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After the first sub-order is successfully executed, by clicking on the “Execute Order” button, the sub-order’s status is set to “Executed“.

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However, the primary order remains with the status “Submitted“. This happens because the primary order is partially executed.

When the second sub-order is successfully executed, by clicking on the “Execute Order” button, the sub-order’s status is also set to “Executed“.

Image RemovedConsequently, when all the sub-orders of a primary order become executed, only then the primary order changes its status automatically from “Submitted“ to “Executed”.

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Partial Execution Based on Quantity of an Order Item

Even if the quantity of licenses of an order item is five licenses and you partially execute the order for three licenses, the remaining two licenses can be executed at a later date and only then the order will change its status from “Submitted” to “Executed”. This happens because the Quantity for each order item is always taken into account inside an order when it comes to its execution in relation to the order’s status

BSS user. This is achieved by clicking on the Edit button of the offer and then selecting from the Status drop-down menu the option “Accepted”.
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The same logic applies to the other stage of an offer (be that the rejection by the customer), as well as to all custom offer statuses that you may have created. Every status change of the offers must be done manually.

“Unexecuted Orders” Widget on BSS Dashboard

When an order, in Storefront or BSS, has the status “Submitted“ meaning that it is either partially executed or not at all, it is visible inside the BSS Dashboard under the widget Unexecuted Orders.

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After an order’s transition from the “Submitted“ status to the “Executed“ status, then its respective row gets removed automatically from the list of the widget

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What Happens After an Order’s ExecutionOffer’s Submission to the Customer

After the successful execution of an order, some button functionalities are removed. From the “Quick Add” button located under the Products tab, the options are all deactivated. Also the “Update” button is deactivated. However, although most options have also been deactivated from the Actions button, the “Export to” option is available.
If an order is executed and you click on the “Edit” button, you can witness that its status is locked and no changes can be made.
If an executed order/sub-order is copied, then the status of the copied order/sub-order will be “Submitted” since it is essentially a new order/sub-order with a different code.

As a result of all the above information, the stages that an order goes through inside the BSS, based on its status changes, are the following:

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Please note that all the statuses explained below are the names provided inside the “Description” column and can be different in your organization since they are editable.

First, an order is created and receives the status“Submitted” (In progress - Viewable).Then, as the order progresses by becoming executed, it will receive the status“Executed“ (Automatic Execute - Submitted). However, if for some reason, the execution was not successful, then the order will remain under the status “Submitted”(In progress - Viewable). Concerning the cancellation, if an order is canceled, then its status will receive the status “Canceled“ (Canceled - Viewable).

Order Statuses Flow in Storefront

During the creation of an order in Storefront via the checkout process, the status of the order is, by default, set to “Draft“ by the system.

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By choosing the method of the execution of that Storefront order, be that either immediate or scheduled, different order statuses and flows are utilized.

For the analysis of scheduled execution, please continue your reading on the Scheduled Orders in Storefront page.
For the analysis of immediate execution, please continue your reading on this section of this page.

If the checkout process is successful and the execution of the order was set to immediate, then the order changes its status to “Executed“ as can be seen inside the Storefront’s Billing page under the Orders section.

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However, if during the creation of an order, your Credit Limit, for example, exceeds its constraint, then an informative ribbon appears under the Basket page.

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Even if you continue and complete the checkout process without adding a payment, the order is considered submitted, but no execution or invoice generation will commence.

Image RemovedConsequently, the order will change its status to “In Progress / Submitted” since it is not executed due to the Credit Limit constraint. The status of the order can be witnessed on the Storefront’s Billing page under the Orders section.

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Also, if you go to the BSS platform, and locate that order, you can observe two things. The first one is the status of the order, which is “Submitted“ and the second one is the informative ribbon stating in this example the reason this order was not executed.

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Once the reason for not executing an order gets surpassed, then the order can be executed and consequently change its status automatically to “Executed“.

As a result of all the above information, the stages that an order goes through inside the Storefront, based on its status changes, are the following:

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Please note that all the statuses explained below are the names provided inside the “Description” column and can be different in your organization since they are editable.

First, an order is created and receives the status“Draft” (In progress - Draft).Then, as the order progresses, but before it is executed, it will receive the status“Submitted”(In progress - Viewable). If the payment is successful and the order is completed successfully and executed, it will receive the status “Executed“ (Automatic Execute - Submitted). However, if, for some reason, the payment was not successful, then the order will remain under the status “Submitted”(In progress - Viewable). Concerning the cancellation, if an order is canceled, then its status will receive the status “Canceled“ (Canceled - Viewable).

an offer is “In Progress“ status and gets submitted to the customer, the offer can either become accepted by the customer or rejected. Once the BSS user who created the offer, has the customer's answer in written form, they have to manually change the offer status to depict the customer's answer.
- In the case where the customer has accepted the offer and signed it, then the BSS user can change the offer status from “In Progress” to “Accepted” and then convert the offer to an actual order.
- In the case where the customer has rejected the offer, then the BSS user can change the offer status from “In Progress” to “Lost” and dismiss that offer.

You can check the following pages for more information on creating, viewing , adding order items, and executing the newly created order.

➡️ Creation of an Order

➡️ Viewing an Order

➡️ Adding Items in an Order

➡️ Execution of an Orderor editing an offer, editing the template, and converting an offer to an order.

➡️ https://interworkscloud.atlassian.net/wiki/spaces/ICPD/pages/edit-v2/1286406479

➡️ Add items to an Offer

➡️ View an Offer

➡️ Edit the Offer Template

➡️ https://interworkscloud.atlassian.net/wiki/spaces/ICPD/pages/edit-v2/1408761966

➡️ Convert an Offer to an Order